Write a Formal E-mail and Business Memo Part 1Most students are already familiar with using email

to catch up with friends and family. However, writing a formal professional email might feel awkward or even foreign to you at first. Writing professional emails are not so formal as professional letters, but they are definitely turning in that direction. Using Markel’s 6 characteristics of technical communications, clarity, conciseness, and correctness are the essentials. Following these guidelines, write a formal email:

1. Use a professional email address
2. Use a descriptive subject line (describe the contents of the message)
3. Use a salutation (generally, the most accepted is “Dear….”
4. Write a clear purpose statement as your opening.
5. Follow your purpose statement with the actual message (however, be sure to keep a professional tone and avoid writing in an overly informal way.
6. Use a closing line (generally, the most accepted is “Sincerely…” but others might be “Respectfully…” “Cordially…” or even “Best wishes,”
7. Sign with your full name
8. Add a signature block below your name (use this for a title, address, or other means of identifying yourself)

Part 1

For the second part of the assignment, you will write a business memo. Writing memos are not difficult, but they do take some getting used to. Aside from the visible format that a memo uses, there is also a specific technique that you need to follow. Memos are also written on company letterhead (or stationery). I have provided you with a style inside the “Easy Memo” file available on Blackboard. You’ll need to use the file or create your own logo, and then write your memo in a word processing program (such as Microsoft Word) and upload the completed memo as a self-contained document. 

To find content for this activity, go back at think about the procedures and techniques you followed when you wrote the email (above). Using the same procedures that you used, explain in a memo written to your “staff” the company’s “policy” for writing professional email.   

Following these guidelines, write a formal email:

1. Use letterhead and follow the memo format (DATE:, TO:, FROM:, and SUBJECT) 
2. Use a descriptive subject line (describe the contents of the message)
3. Open with a clear purpose statement.
4. Follow your purpose statement with the “advance organizer” which is a statement summarizing how the memo will be organized. 
5. Use headings and subheading that reflect the content of your message (Note: the textbook offers headings “Summary,” “Discussion,” and “Recommendation” as headings, but these are not the only headings to consider. Use headings that help the reader scan and better understand your content and organizational structure. Headings are best when they mirror the organization you forecast to the reader in your “advance organizer” statement.
6. Be sure to keep a professional tone 

Once you’ve written your email and memo and you are happy with your messages in each, don’t forget to proofread them. (Turn on your spell checker and grammar checker. While these tools cannot be relied on to catch everything that may need attention, they will help by catching some of the most obvious errors. Modern email programs also have autofill features, so proofread to make sure the computer didn’t create an error that you didn’t intend. ) 

Submit both the email and the memo as document. This ensures that your format is preserved. You can take a screen shot of your email program for the email and upload a Word file for your memo. Use the “Browse My Computer” button below to choose your files and submit them. 

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